Employment Termination Letter

The employer

Is the employer a business or an individual?

Employer's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

The employee

Employee's full legal name

Street address

City

State

ZIP code

Email optional

The letter

Employee's job title optional

Date of this letter

In which state does the employee work?

Shown as the work location. The letter does not state any state-specific rule.

Why and when employment ends

What is the basis for ending the employment?

Choose "At-will, no reason stated" if you do not want the letter to give a reason. The letter then states no reason.

Last day of employment

Until the last day, should the employee keep working?

If the last day is before the date of this letter, the letter leaves this out.

Final pay and benefits

Include a statement about accrued, unused paid time off?

Yes No

The letter says any accrued, unused paid time off will be paid out as required by applicable law or your policy.

When does the employee's health coverage end?

Severance

Are you offering severance pay?

Yes No

Severance offered here is conditioned on the employee signing a separate release agreement, which you prepare separately. This letter is not the release.

Company property

Company property to return optional

One item per line, for example "Laptop (asset tag 1042)". Leave blank for a general request to return any company property.

Confidentiality

Did the employee sign a confidentiality or similar agreement?

Yes No

If yes, the letter reminds the employee that the obligations in that agreement continue as it provides.

Contact and closing

Who should the employee contact with questions?

Usually someone in human resources or the employee's manager.

Contact's job title optional

Contact's email

Include a neutral-reference statement?

Yes No

The letter says that, in response to reference requests, you confirm only dates of employment and job title.

Include a sentence about unemployment benefits?

Yes No

A neutral sentence that the employee may apply and that the state agency decides eligibility.

Include a receipt acknowledgment for the employee to sign?

Yes No

The employee's signature confirms receipt only, not agreement.

Review your answers

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The employer

The employee

The letter

Why and when employment ends

Final pay and benefits

Severance

Company property

Confidentiality

Contact and closing

Review your answers

Fix these before continuing

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